How PTO accrual works
Most US employers grant paid time off gradually rather than all at once, using one of two methods. Per hours worked — e.g. 1 hour of PTO per 30 hours worked (the formula many state and city paid-sick-leave laws use, often "1 per 30" or "1 per 40"). Per pay period — a flat amount each paycheck, e.g. 3.08 hours biweekly, which lands at 80 hours (10 days) a year. Switch the method above to match your employee handbook.
Common accrual rates
| Policy | Per year (40 h/wk) | ≈ Days |
|---|---|---|
| 1 h per 40 h worked | 52 h | 6.5 |
| 1 h per 30 h worked | 69 h | 8.7 |
| 3.08 h per biweekly period | 80 h | 10 |
| 4.62 h per biweekly period | 120 h | 15 |
| 6.15 h per biweekly period | 160 h | 20 |
Caps, carryover and payout
Three handbook clauses decide what your balance is really worth. Accrual caps stop earning once the bank hits a ceiling — time near the cap is use-it-or-lose-it in slow motion. Carryover limits cut the balance at year-end (some states restrict "use it or lose it" for legally mandated sick leave). Payout on separation varies by state: some treat accrued vacation as earned wages that must be paid out when you leave; others leave it to policy. If a payout is owed, its dollar value is your balance × hourly rate — the salary to hourly calculator gives salaried workers the rate to use.
PTO accrues on hours worked in the per-hours method — total yours precisely with the time card calculator, and check your real annual hours after time off in the work hours in a year calculator.